Food & Beverage Coordinator

Property Description

Located in Mid-Beach, Cadillac Hotel & Beach Club is a 357-room oceanfront resort blending iconic Art Deco design with modern luxury. Part of Autograph Collection Hotels, the property offers a European Riviera-inspired experience infused with Miami’s vibrant energy.

With direct beach access, two resort-style pools, and elevated dining, the hotel fosters a culture of personalized hospitality where team members create memorable, meaningful guest experiences.

Overview

Are you passionate about delivering exceptional dining experiences? Join our team as a Food and Beverage Coordinator and play a vital role in ensuring seamless operations in our food and beverage department. With your high energy, enthusiasm, and strong organizational skills, you'll assist in coordinating all aspects of our dining services, from event planning and menu creation to inventory management and guest relations. Be part of a dynamic team that values excellence and offers opportunities for growth and advancement. contribute to creating unforgettable dining experiences for our valued guests!

Key Responsibilities:

• Assist in planning and coordinating food and beverage events and functions
• Collaborate with culinary and service teams to develop creative menus
• Ensure proper inventory levels of food and beverage items
• Coordinate and communicate guest requests and special dietary needs to the kitchen
• Provide exceptional customer service and resolve guest concerns or inquiries
• Maintain accurate records and documentation for billing and reporting purposes
• Assist with training and mentoring food and beverage staff
• Uphold health and safety standards and ensure compliance with regulations

Join our team as a Food and Beverage Coordinator and be part of our commitment to excellence in dining experiences. and bring your organizational skills, creativity, and passion for hospitality to our dynamic team. Your coordination and attention to detail will contribute to the success of our food and beverage operations, ensuring memorable dining experiences for our valued guests.

Responsibilities

• Receive, review, organize, and process Food & Beverage invoices, ensuring proper documentation, coding, and timely submission to Accounting.
• Verify invoices against purchase orders, delivery receipts, and vendor statements to identify discrepancies.
• Maintain an organized tracking system for outstanding invoices, pending approvals, credits, and vendor payments.
• Assist the Director of Food & Beverage with preparing monthly expense accruals for goods and services received but not yet invoiced.
• Identify and prepare supporting documentation for expense reclassifications between departments, outlets, and general ledger accounts.
• Coordinate with Accounting to ensure accurate allocation of Food & Beverage expenses across all outlets.
• Assist in reviewing monthly departmental profit and loss statements, identifying discrepancies, missing expenses, and potential accounting adjustments.
• Maintain detailed records of departmental expenses, purchases, credits, and financial adjustments.
• Support month-end closing activities and ensure financial documentation is submitted within established deadlines.
• Assist with tracking expenses against approved budgets and forecasts.
• Assist the Director of Food & Beverage with organizing and submitting departmental purchasing requests through the Purchasing Department.
• Maintain records of departmental purchases, invoices, and related documentation.
• Follow up with Purchasing on outstanding departmental requests when necessary.
• Assist with documentation and administrative coordination related to approved purchases.
• Provide daily administrative assistance to the Director of Food & Beverage, including correspondence, document preparation, scheduling, and follow-up on departmental priorities.
• Manage departmental calendars, coordinate meetings, prepare agendas, and maintain meeting notes and action-item trackers.
• Draft professional emails, memorandums, reports, and internal communications as directed.
• Maintain organized electronic and physical filing systems for departmental records, contracts, invoices, reports, and operational documents.
• Coordinate communication between Food & Beverage management and other hotel departments.
• Follow up on outstanding assignments, approvals, and requests to ensure timely completion.
• Assist with preparing presentations, management reports, and documentation for executive leadership, corporate teams, and ownership meetings.
• Maintain confidentiality when handling financial, personnel, and departmental information.
• Assist the Director of Food & Beverage with collecting and organizing financial and operational information required for weekly and monthly reporting.
• Compile revenue, expense, labor, and productivity information from approved departmental reporting systems.
• Support the preparation of monthly forecasts, annual budgets, and financial performance reviews.
• Maintain and update Excel tracking documents, financial schedules, and departmental reporting templates.
• Assist in tracking departmental spending, purchase commitments, and budget variances.
• Coordinate the collection of information from outlet managers and culinary leadership for management reports.
• Prepare supporting schedules and documentation for financial reviews and ownership reporting.
• Assist in monitoring financial deadlines and ensuring timely submission of required information.
• Coordinate the preparation, printing, distribution, and updating of menus, beverage lists, promotional materials, and operational documents.
• Maintain departmental inventories of office supplies, printed materials, and administrative resources.
• Assist with coordinating departmental projects, special events, seasonal promotions, and new operational initiatives.
• Support the organization and tracking departmental standard operating procedures, training materials, and operational checklists.
• Coordinate with managers to obtain required operational updates, documentation, and project status reports.
• Maintain organized records of departmental initiatives, project deadlines, and assigned responsibilities.
• Assist with collecting and organizing departmental schedules, labor reports, and payroll-related documentation.
• Support the Director of Food & Beverage with compiling actual versus scheduled labor information and identifying items requiring management review.
• Coordinate with Human Resources and Payroll regarding administrative inquiries and required documentation.
• Support departmental management with scheduling meetings, training sessions, and employee communications.
• Maintain an updated tracker of Food & Beverage projects, deadlines, pending approvals, and assigned responsibilities.
• Coordinate administrative follow-up with internal departments on menu development, uniforms, operational supplies, and departmental improvements.
• Assist in organizing budgets and supporting documentation for capital expenditure requests.
• Track progress on departmental initiatives and communicate outstanding items to the Director of Food & Beverage.
• Support the administrative coordination of outlet openings, renovations, and operational transitions.
• Ensure documentation is properly maintained and accessible for management review.

Qualifications

• Previous administrative or coordinator experience, preferably within a hotel, restaurant, or hospitality environment.
• Experience with invoice processing, accounts payable coordination, or financial administration strongly preferred.
• Strong proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
• Ability to organize and interpret basic financial information, invoices, expense reports, and purchasing documentation.
• Familiarity with hotel financial reporting systems, POS systems, or workforce management applications is an advantage.
• Strong written and verbal communication skills.
• Excellent organizational skills, attention to detail, and ability to prioritize multiple assignments.
• Ability to work independently, exercise discretion, and consistently meet deadlines.
• Professional demeanor and ability to interact effectively with hotel leadership, vendors, and departmental employees.
• Experience supporting senior management or department heads is preferred.

Benefits

Davidson Hospitality Group is an award-winning, full-service hospitality management company overseeing hotels, restaurants, dining and entertainment venues across the US. A trusted partner and preferred operator for Hilton, Hyatt, Kimpton, Marriott, and Margaritaville, Davidson offers a unique entrepreneurial management style and owners’ mentality that provides the individualized personal service of a small company, enhanced by the breadth and depth of skill and experience of a larger company. In keeping with the company’s heritage of delivering value, Davidson is comprised of four highly specialized operating verticals: Davidson Hotels, Pivot, Davidson Resorts and Davidson Restaurant Group.

Inkeeping with the company’s heritage of delivering value to its owners and team members, Davidson offers a rich benefit program with a variety of benefits designed to enrich the lives and well-being of our team members and their families.

• Multiple Tiers of Medical Coverage
• Dental & Vision Coverage
• 24/7 Teledoc service
• Free Maintenance Medications
• Pet Insurance
• Hotel Discounts
• Tuition Reimbursement
• Paid Time Off (vacation, sick, bereavement, and Holidays).
• 401K Match

Working at Davidson is like nowhere else. It’s less of a job, more of a calling. It’s part career, part revolution. Because whatever you do here, you play a part in helping redefine the way quality hospitality is delivered to our guests, our clients, our partners, and each other.EOE AA- Minorities/Females/Vet/Disability/Gender Identity/Sexual OrientationDavidson Hospitality is a drug free workplace. Pre-employment drug test and background check required. We participate in E-Verify.